1. Last update of this record: 11/02/26

2. Reference number: 04/2025

Ares reg.number: Ares(2026)3006553

3. Name and contact details of the controller(s): European Ombudsman, 1 avenue du Président Robert Schuman, CS 30403, F-67001 Strasbourg Cedex. Contact: Communication Unit, https://www.ombudsman.europa.eu/en/contacts

4. Name and contact details of the Data Protection Officer: Ms Francesca Pavesi - Deputy DPO: Mr Nicholas Hernanz, Dpo-Euro-Ombudsman@ombudsman.europa.eu

5. Name and contact details of the processor(s): N/A.

6. Name and contact details of the joint controller(s): N/A.

7. Purpose(s) of the processing: The Ombudsman regularly sends out press releases, newsletters, event information or other public information material. To do so effectively, we have established subscription mailing lists based on the consent of the data subjects, in accordance with Article 5(1)(d) of Regulation 2018/1725.

The purpose of the processing is to manage the contact information of those who have voluntarily subscribed to the European Ombudsman’s mailing lists.

8. Description of the categories of data subjects and of the categories of personal data:

Data subjects

Persons who have requested to receive public information products from the European Ombudsman or subscribed to the mailing lists using the online subscription form. These may be journalists, staff members of EU institutions, civil society organisations, academics or individuals outside the EU institutional framework.

Data fields

Mandatory

• Name
• E-mail addresses
• Occupation/professional area
• Language preference
• Subscription interest/mailing list preference

Optional

• Employer name
• Job titles
• Telephone number

9. Time limit for keeping the data and, where possible, for erasure: As long as the data subject wishes, and for as long as there is no clear indication that the data in question are no longer up to date.

10. Recipients of the data: The database is accessible only to authorised members of the Communication Unit and to the web developer of the European Ombudsman.

11. Are there any transfers of personal data to third countries and/or to International Organisations? N/A

12. General description of security measures: The database is protected by security measures set up by the Information and Communication Technologies team to preserve the integrity and confidentiality of the institution's electronic property.

13. Information on how data subjects can exercise their rights of access and rectification, and where applicable, of erasure, restriction and data portability: Data subjects can manage the personal data held in the database through the online subscription management system. The following links are available in the email confirming the subscription:

·  Hyperlink for subscribers to unsubscribe or edit their mailing preferences

·  Subscription form

Such updates are instantly effective.

Additionally, they can contact the Communication Unit, at https://www.ombudsman.europa.eu/en/contacts

They may also contact the Ombudsman’s DPO at any time at dpo-euro-ombudsman@ombudsman.europa.eu or complain to the European Data Protection Supervisor at https://www.edps.europa.eu/data-protection/our-role-supervisor/complaints/edps-complaint-form_en.

Privacy Statement

relating to the collection of names, personal data, contact details, etc., by the European Ombudsman's office for subscription-based mailing lists

This Privacy Statement explains how the European Ombudsman (EO) collects, uses, and protects your personal data when you subscribe to our mailing lists. It covers:

• Why we process your data and the legal basis for doing so,
• How we handle and safeguard your information, and
• Your rights regarding the data you provide.

The European Ombudsman is the data controller for this processing (the Communications Unit acts as contact point).

1. Which personal data do we process?

We collect the following information when you subscribe to our mailing lists:

Mandatory data (required to manage your subscription):

• Your full name
• Email address
• Occupation or professional area (e.g., journalist, academic, EU staff)
• Preferred language for communications
• Mailing list preferences (which updates you wish to receive)

Optional data (helps us tailor communications):

• Employer’s name (if applicable)
• Job title
• ·elephone number

2. Why do we process your data?

We use your data only to:

• Send you press releases, newsletters, event invitations, or other public information you’ve requested.
• Manage your subscription preferences (e.g., language, topics of interest).
• Ensure our communications reach the right audience (e.g., journalists, civil society, EU institutions).

We do not use your data for marketing, profiling, or sharing with third parties.

3. What are the legal bases and necessity for processing your personal data?

We process your data because:

• You have given your consent (e.g., by signing up via our online form).
• It is necessary for our public task as the European Ombudsman to share information about our work.

The legal basis is Article 5(1)(d) of Regulation (EU) 2018/1725, which allows us to process data when you have freely agreed to subscribe, and the Statute of the European Ombudsman.

You can withdraw your consent at any time by unsubscribing (see Section 8).

4. Who is responsible for processing the data?

The European Ombudsman - as data controller - is responsible for data processing, which the Communication Unit carries out.

Our contact details: Communication Unit: https://www.ombudsman.europa.eu/en/contacts

5. Who will be recipients of the data?

Your data is only accessible to:

• Authorised staff in our Communication Unit (who manage mailing lists).
• Our web developer (for technical maintenance of the subscription system).

We do not share your data with external organisations or third countries (outside the EU).

6. How long do we keep your data?

We retain your data for as long as you remain subscribed to our mailing lists or until it becomes outdated (e.g., if your email bounces repeatedly or we receive notice that your details have changed).

Once you unsubscribe, we delete your data without undue delay.

7. How do we protect your data?

We take the following measures to keep your data secure:

• Technical safeguards: security measures managed by our ICT team.
• Restricted access: Only authorised personnel can view or edit the subscription database.
• No transfers: Your data is stored and processed within our servers only.

8. What are your rights and how can you exercise them?

You have the following rights regarding your personal data:

• Access – You can ask us what data we hold about you and how we use it.
• Rectification – You can ask us to correct or update your data if it’s inaccurate.
• Objection – You can object to our processing of your data at any time.
• Erasure (‘right to be forgotten’) – In some cases, you can ask us to delete your data.
• Restriction – You can ask us to limit how we use your data.
• Withdraw consent Unsubscribe from our mailing lists at any time.

You can manage your personal data held in the database through the online subscription management system. Such updates are instantly effective. Please use the ‘Unsubscribe’ or ‘Manage Preferences’ link in our emails or contact us through the contact form.

Changes take effect immediately when you update your preferences online. For other requests, we will deal with them without undue delay and in any case within a month.

9. Who to contact in case of queries or complaints concerning data protection issues?

For questions or concerns about your data:

• Contact our Communication Unit: https://www.ombudsman.europa.eu/en/contacts
• Email our Data Protection Officer: dpo-euro-ombudsman@ombudsman.europa.eu

If you’re not satisfied with our response, you can lodge a complaint with the European Data Protection Supervisor (EDPS): https://www.edps.europa.eu/data-protection/our-role-supervisor/complaints/edps-complaint-form_en